Flexible Meeting FAQ

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What meetings will Clockwise move?

Flexible meetings are 100% opt-in, so no meetings will move unless you or another Clockwise user attending the meeting marks the meeting as flexible. 

What time of day does Clockwise move meetings?

Clockwise analyzes your calendar once per workday, at 4 pm in your organization's primary timezone to check if any of the meetings marked as flexible can be moved to better times. If there is a better time available that works for all attendees, then Clockwise will automatically move it. 

Why didn't Clockwise resolve my conflict?

There’s a wide variety of reasons, but Clockwise doesn’t resolve a conflict when:
  1. It considers an event immovable, or
  2. It can’t find a way to resolve the conflict (ie. it doesn’t see any free slots within the move range)

You can select an event in your calendar, and view any conflicts that may have hindered rescheduling, or even reschedule the event ahead of time:

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Some common reasons Clockwise considers an event immovable are:

  1. Its timing is set (within 20 hours).
  2. It is paused.
  3. The event is outside meeting hours for any attendees who haven't RSVPed "no". This could be because an attendee is OOO / holiday as well, which essentially marks the attendee’s schedule as non-working.
  4. Any of the attendees’ calendars have not been accessed by Clockwise; typically if an external attendee or new user that Clockwise has not completely crawled their calendar yet.
  5. The organizer is a free user and the org is out of quota.

Do the other attendees on a meeting have to be Clockwise users for Clockwise to take their availability into account when rescheduling?

No – due to the way Google Calendar works, Clockwise can tell when the other meeting attendees are free or busy, and only moves meetings into time slots when they are free. If the attendees are Clockwise users, then the meeting preferences of that attendee can be taken into account (when they get into the office, when they eat lunch, etc).

Will Clockwise move a meeting that happens that same day?

No – Clockwise will never move a meeting the same day it occurs.

What time period does Clockwise look at when optimizing my calendar?

Clockwise looks at the current week and the next calendar week. It does not use a rolling 14-day window.

My meetings are all in conference rooms. What happens to the room if I mark the meeting as flexible?

Clockwise will let you select if you prefer to meet in the same room, or if you are willing to switch to a similar room.  If you select "Keep original room", Clockwise will only move the meeting to a time when that room is available.  If you select "Ok to move to similar room", then Clockwise will use your past meeting rooms and the average number of attendees in those rooms to identify similar conference rooms to the one you chose.

One of my teammates is in a different timezone and isn't a Clockwise user. Can I mark a meeting with them as flexible?

Yes – Clockwise can automatically tell what timezone your teammates are located in using their Google Calendar settings. Clockwise will adjust that non-user's default working hours to reflect their local timezone.

Will Clockwise book over other meetings or holds on my calendar?

Clockwise will not book over other events on your calendar unless the event is set as "free" in Google visibility settings. This tells Clockwise to ignore the event and schedule over it. Such events will be tagged with the "free" tag in the event details to let you know why Clockwise scheduled over it. 

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I only like to meet in the afternoons. Can I set more advanced preferences like that for flexible meetings?

Yes – you can customize a number of preferences about your ideal schedule under Advanced Settings, if you'd like to make a meeting Flexible during certain days/times of the week.

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How can I tell what meetings are marked as flexible right now?

You can visit your Flexible Meetings Dashboard.

How can I turn off flexible meetings?

Before un-marking a meeting as flexible, we recommend checking to make sure you have set the right flexible meeting parameters to continue to optimize your meeting moves and resolve conflicts on your calendar. If for some reason you still need to manually control a meeting, you can un-mark it as flexible by doing the following:

  1. Click into the event details 
  2. Un-mark the "Flexible meeting" toggle

You can also click "Flexible meetings" in your Chrome extension under your Account name and it will give you a list of all your flexible meetings and you can turn it off there. 

What meetings can not be made flexible? 

You cannot enable flexible meetings for an external meeting or a meeting you don't have permission to view or if it's on a calendar that Clockwise does not have access or control over. (example, if you have multiple work calendars but we only have access to one)

Why is Clockwise saying my flexible meeting is paused?

Clockwise will pause a flexible meeting if the meeting was manually updated by the user.

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The user will have to unpause the meeting to make it flexible again.

You can see all your paused events by clicking on the link telling you which flexible meeting is paused and you can click into the meeting history to unpause it from there.

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Other flexible meeting questions?  Let us know!

 

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